Standardize Your Enterprise’s Terms With a Thesaurus-Based Glossary Judith Newton

1. Standardize Your Enterprise’s Terms With a Thesaurus-Based Glossary Judith Newton Ashton Computing & Management Services, LLC May 20, 2008 “Metadata DownUnder”:11th Open Forum on Metadata Registries Sydney, NSW Australia Sharing and advancing knowledge and experience about standards, technologies and implementations. 

2. Agenda • Glossaries, Thesauri, Registries –What Are They? • The ISO 11179 Metadata Registry (MDR) Metamodel • Structuring Terms From Multiple Sources Using the Metamodel

3. Classification Scheme The descriptive information for an arrangement or division of objects into groups based on characteristics, which the objects have in common ISO/IEC 11179-3:2003. Metadata registries – Registry metamodel and basic attributes

4. Classification Complexity • Keywords • Glossaries • Thesauri • XML Structures • Taxonomies • Ontologies } Arguably a draw

5. Principles of Controlled Vocabularies • Eliminating ambiguity • Controlling synonyms • Establishing relationships among terms

6. The Importance of a Glossary • Codifies terms • Defines terms • Disambiguates terms • Disseminates terms throughout Enterprise for Common Understanding and Usage

7. Definitions • Glossary A list of terms and definitions. • Thesaurus Terms and definitions with multiple types of relationships defined among the terms. • Metadata Registry A comprehensive, authoritative source of reference information about data.

8. The Confusion of (Multiple) Glossaries • How can multiple Glossaries be reconciled? • Caused by mergers and acquisions in business and Government; • Or, just a laudable impulse for Enterprise Management.

9. Glossary of Health Care Terminology DoD 6015.1-M, 1999 Glossary of Terms Commonly Used in Health Care AcademyHealth, 2004 Glossary of Health Care and Health Care Management Terms UW School of Public Health and Community Medicine Health Care Glossary Mississippi Hospital Association Glossary of Terms:Healthcare Crisis PBS Glossary of Terms:Long Term Care American Health Care Assn, National Center for Assisted Living Managed Care/Health Care Glossary of Terms National Health Information Center, HHS Health Care Glossary Hebrew Senior Life (Beth Israel Deaconess Medical Center) Medicare Glossary MyMedicare.gov, HHS CareFirst Glossary BlueCross/Blue Shield Just a Sampling of Health Care Glossaries

10. Terminology • Applies semantics to classification • Assigns meaning through naming, defining and sorting concepts

11. Fundamental Activities of Terminologists • Identifying concepts and concept relations by: • Analyzing and modeling concept systems on the basis of identified concepts and concept relations; • Crafting concept-oriented definitions; • Attributing designations (predominately terms)to each concept; and • Recording and presenting terminological data in print and electronic media Adapted from Sue Ellen Wright, Kent State University

12. Terminology Standards ANSI/NISO Z39.19-2005, Guidelines for the Construction, Format, and Management of Monolingual Controlled Vocabularies. DoD 6015.1-M, Glossary of Healthcare Terminology, January 1999. ISO 704:2000, Terminology work – Principles and methods. ISO 1087-1:2000, Terminology work – Vocabulary – Part 1:Theory and application. ISO 5963:1985, Documentation – Methods for examining documents, determining their subjects and selecting indexing terms.

13. The Meaning Triangle REAL WORLD (object) perceived or conceived abstracted into NAME (designation) IDEA (concept) represented by

14. The Extended Meaning Triangle REAL WORLD (object) perceived or conceived abstracted into represented by NAME (designation) IDEA (concept) DEFINITION described by ISO 704;2000 , Terminology work – Principles and methods

15. Structure This!!

16. Example of a Simple Glossary Entry Glossary Term: Absent Sick Definition: An Active Duty (Army, Navy, Air Force, and Marine Corps) member hospitalized in other than an U.S. Military Treatment Facility and for whom administrative responsibility has been assigned to an U.S. Military Treatment Facility (MTF). Source:DoD 6015.1-M, Glossary of HealthCare Terminology.

17. A More Complicated Glossary Entry P1.1.1. ABSENT SICK. An Active Duty (Army, Navy, Air Force, and Marine Corps) member hospitalized in other than an U.S. Military Treatment Facility and for whom administrative responsibility has been assigned to an U.S. Military Treatment Facility (MTF). P1.1.1.1. ABSENT SICK MOVED TO MTF. Patients who have been moved from a non-U.S. military facility to a MTF. P1.1.1.2. TOTAL ABSENT SICK. Patients who are absent sick the total time (never moved to a MTF). Source:DoD 6015.1-M, Glossary of HealthCare Terminology.

18. A Thesaurus Adds Relationships SN Scope Note; a term’s meaning within the thesaurus BT The term that follows is a broader term than the heading NT The term that follows is a narrower term than the heading UF Use for <a non-preferred term> USE Use the following term instead RT Related term (which is not covered by one of the previously listed relationships)

19. Example of Thesaurus Entry CAMERAS BT OPTICAL EQUIPMENT NT MOVING PICTURE CAMERAS STEREO CAMERAS STILL CAMERAS UNDERWATER CAMERAS DIGITAL CAMERAS RT PHOTOGRAPHY Land Cameras USE VIEW CAMERAS STILL CAMERAS BT CAMERAS NT INSTANT PICTURE CAMERAS MINIATURE CAMERAS REFLEX CAMERAS VIEW CAMERAS VIEW CAMERAS SN Cameras with through-the-lens focusing and a range of movements of the lens plane relative to the film plane UF Land Cameras BT STILL CAMERAS Note: Case usage conventions are one method used to differentiate among PREFERRED and Non-preferred terms

20. The Principle of Reciprocity If there is an entry: TERM A UF Term B There must be a corresponding entry: Term B USE TERM A If there is an entry: TERM A BT TERM B There must be a corresponding entry: TERM B NT TERM A Remember: Case usage conventions are one method used to differentiate among PREFERRED and Non-preferred terms

21. The Principle of Reciprocity(Continued) AND FINALLY: If there is an entry: TERM A RT TERM B There must be a corresponding entry: TERM B RT TERM A

22. Types of Relationships • Equivalence :Synonyms and Near-Synonyms USE – USE FOR :Where preference is involved • Hierarchy BT – NT:Superset/Subset, Whole/Part • Association RT :For other relationships

23. SC 32 Data Management and Interchange Meta Data Registry Projects ISO/IEC 11179 Metadata Registries, Parts 1-6: Framework Classification Registry metamodel and basic attributes Formulation of data definitions Naming & identification principles Registration ISO/IEC TR 20943-1, Procedures for achieving MDR content consistency-Data elements published July, 2003. ISO/IEC TR 20943-3, Procedures for achieving MDR content consistency- Value Domains published in March, 2004. ISO/IEC 20944 series – API’s and other interfaces All of the above are available free at: www.jtc1.org

25. Registry Type What is Registered Purpose Data Elements Value Domains, Data Element Concepts, etc. Data Semantics, Reuse & Standardization ISO 11179 Ontological Registries Concept structures Terms, Relations between concepts, etc. Terminology and Semantics Electronic Resources Documents, etc. Semantics and Interoperability Dublin Core Web-based services Directory of web services (including interface specifications) UDDI Universal Description, Discovery, and Integration Discovery and Interoperability OASIS/ebXML Org. for the Advancement of Structured Info Stds/electronic business XML XML Artifacts XML Schemas, DTDs related to business info exchange (EDI documents, etc.) Syntactical Structure (of info being exchanged) Database Catalogs Database Structures Database Schemas, Tables, Columns, etc.) Syntactical Structure (of databases) Data Models & Application Modules (ERDs, etc.) CASE Tool Repositories DB & Application Design & Generation Software Component Registries Software Components (EJBs, COM, CORBA IDL) Component Reuse & Standardization Modified from Open Forum 2003 on Metadata Registries, Larry Fitzwater (EPA), Kathleen Gundry (SAIC)

26. ISO/IEC 11179 Data Element (DE) Standard Attributes & Relationships Important for Semantic Understanding • Preferred Name/Context/Language • Alternative Names/Context/Language • Preferred Definition/Context/Language • Alternative Definitions/Context/Language • Example • Related Data Elements • Derived and Composite Data Elements • Registration Information • Registration Authority, Registrar • Unique Registration ID • Reg. Authority, Data ID, Version ID • Registration Status • Submitter Org, Submitter • Assigned Steward • Administrative Status and Notes • Data Element Concept • Conceptual Domain • Classification Scheme • Related Documents and URLs • Value Domain • Conceptual Domain • Data Type • Min/Max Length • Low/High Value • Format • Unit of Measure • Precision • Valid Values –Value Meanings Important for Data Interoperability Important for Data Governance Modified from Gail Wright, Oracle Corp.

27. Classification in ISO 11179 Part 2 Edition 2

28. ISO/IEC 11179 Core Meta-Model Object Class Property Data Element Concept Conceptual Domain Perception Representation Data Element Value Domain Represen- tation

29. ISO/IEC 11179 Core Meta-Model Object Class Property Person Sex 1..1 1..1 0..* 0..* Data Element Concept Conceptual Domain • Sexes • Male • Female • Other 0..* 1..1 Person.Sex Hypothetical Example 1..1 1..1 Perception Representation • Sex_Code (Census) • 01 – Male • 02 - Female 0..* 0..* • Gender_Code (HHS) • M - Male • F – Female • O - Other Person.Sex:Code Data Element Value Domain Person.Gender:Code • Gender_Type (NIH) • XY - Male • XX – Female • XXY – Underdeveloped Male • XYY – Overdeveloped Male • X – Underdeveloped Female 1..1 0..* Person.Gender:Type Modified from Gail Wright, Oracle Corp.

30. ISO/IEC 11179 Core Meta-Model Object Class Property Data Element Concept Conceptual Domain DEC Type:Term Absent Sick Perception Representation Service Member Absent Sick Day Count Data Element Value Domain

33. Example of Glossary Entry Display A single-source Glossary entry includes a link to any and all data Elements which contain the term. Glossary Term: Absent Sick Definition: An Active Duty (Army, Navy, Air Force, and Marine Corps) member hospitalized in other than an U.S. Military Treatment Facility and for whom administrative responsibility has been assigned to an U.S. Military Treatment Facility (MTF).

34. Using the Thesaurus to Represent Term Structure Relationships • ABSENT SICK • SN P1.1.1. An Active Duty (Army, Navy, Air Force, and Marine Corps) member hospitalized in other than an U.S. Military Treatment Facility and for whom administrative responsibility has been assigned to an U.S. Military Treatment Facility (MTF). (DoD 6015.1-M) • NT P1.1.1.1. ABSENT SICK MOVED TO MTF. Patients who have been moved from a non-U.S. military facility to a MTF. (DoD 6015.1-M) • NT P1.1.1.2. TOTAL ABSENT SICK. Patients who are absent sick the total time (never moved to a MTF). (DoD 6015.1-M)

35. Reciprocity Principle Applied to Hierarchy Relationships • ABSENT SICK MOVED TO MTF • BT P1.1.1. ABSENT SICK (DoD 6015.1-M) • RT AL1.222. MTF (DoD 6015.1-M) • TOTAL ABSENT SICK • BT P1.1.1. ABSENT SICK (DoD 6015.1-M) • RT AL1.222. MTF (DoD 6015.1-M) • (SN Omitted)

36. Entries for Acronyms • MTF • UF AL1.222. Military Treatment Facility (DoD 6015.1-M) • RT P1.1.1. ABSENT SICK (DoD 6015.1-M) • RT P1.1.1.1. ABSENT SICK MOVED TO MTF (DoD 6015.1-M) • RT P1.1.1. 2. TOTAL ABSENT SICK (DoD 6015.1-M) • RT P1.1.2. ACCOUNT CODE, MEDICAL EXPENSE AND PERFORMANCE REPORTING SYSTEM (DoD 6015.1-M) • RT P.1.1.17. ADJUSTMENT (DoD 6015.1-M)

37. Terms From Multiple Sources • PROVIDER • SN P16.1.55. A healthcare professional or facility or group of healthcare professionals or facilities that provide healthcare services to patients. (DoD 6015.1-M) • SN An individual or institution who provides medical care, including a physician, hospital, skilled nursing facility, or intensive care facility. (PBS) • SN As defined by <link to external source>

38. Term Association – Synonyms and Near-Synonyms • Example: PROVIDER as preferred term • PROVIDER • SN P16.1.55. A healthcare professional or facility or group of healthcare professionals or facilities that provide healthcare services to patients. (DoD 6015.1-M) • USE FORProvider-Sponsored Organization (PBS) • Provider-Sponsored Organization • SN Healthcare providers (physicians and/or hospitals) who form an affiliation to act as insurer for an enrolled population. (PBS) • USE P16.1.55. PROVIDER (DoD 6015.1-M)

39. Term Association – Synonyms and Near-Synonyms (Continued) • Example: When neither term is preferred, use the RT Relationship: • PROVIDER • SN P16.1.55. A healthcare professional or facility or group of healthcare professionals or facilities that provide healthcare services to patients. (DoD 6015.1-M) • RTPROVIDER-SPONSORED ORGANIZATION (PBS) • PROVIDER-SPONSORED ORGANIZATION • SN Healthcare providers (physicians and/or hospitals) who form an affiliation to act as insurer for an enrolled population. (PBS) • RTPROVIDER (PBS) • RT P16.1.55. PROVIDER (DoD 6015.1-M)

40. Term Association - Hierarchy • Superset/Subset Example: Instances • HOSPITAL • SN A health treatment facility capable of providing definitive inpatient care. It is staffed and equipped to provide diagnostic and therapeutic services in the fields of general medicine and surgery and preventive medicine services, and has the supporting facilities to perform its assigned mission and functions. A hospital may, in addition, discharge the functions of a clinic. (DoD 6015.1-M) • NT Walter Reed (<source>) • NT Bethesda (<source>) • WALTER REED • BTHOSPITAL • BETHESDA • BTHOSPITAL

41. Term Association - Hierarchy • Whole/Part Example • HOSPITAL • SN <OMITTED>(DoD 6015.1-M) • NT Dental Clinic (<source>) • NT Drug Dispensary (<source>) • DENTAL CLINIC • BTHOSPITAL (DoD 6015.1-M) • DRUG DISPENSARY • BTHOSPITAL (DoD 6015.1-M)

42. Advantages of Linking to the Metadata Registry Entry • PROVIDER • SN P16.1.55. A healthcare professional or facility or group of healthcare professionals or facilities that provide healthcare services to patients. (DoD 6015.1-M) • SN An individual or institution who provides medical care, including a physician, hospital, skilled nursing facility, or intensive care facility. (PBS) • SN As defined by <link to external source>

46. Summary Terminology and classification principles applied to metadata management improve the understandability and usefulness of information. One way to achieve maximum synergy is to incorporate a thesaurus-based Glossary with your Enterprise Metadata Registry.

47. Document Availability ISO/IEC 11179, Second Edition: Parts 1-6 now published. ISO/IEC TR 20943-1, Procedures for achieving MDR content consistency-Data elements published July, 2003. ISO/IEC TR 20943-3, Procedures for achieving MDR content consistency- Value Domains published in March, 2004. All of the above are available free at: standards.iso.org/ittf/PubliclyAvailableStandards/index.html